Spares & Service Administrator

A well-established engineering and manufacturing business is looking to recruit a Spares & Service Administrator to join its busy Service Department.

This is a varied role supporting the day-to-day operation of the service function, coordinating engineer visits, processing spare parts orders, liaising with customers and suppliers, and ensuring accurate administration of service activities. The successful candidate will play a key role in delivering excellent customer service while maintaining efficient internal processes.

Key Responsibilities

Service Administration

• Coordinate engineer schedules, service visits and planned maintenance activities.
• Process customer service requests and maintain accurate service records.
• Prepare service quotations, work orders and purchase orders.
• Monitor planned maintenance contracts and ensure visits are completed on schedule.
• Maintain customer records, equipment histories and service documentation.
• Provide administrative support to field service engineers, including documentation and expense processing.

Spares Administration

• Process customer enquiries and orders for spare parts.
• Prepare quotations for spare parts and related products.
• Source parts from suppliers and monitor delivery schedules.
• Monitor stock levels and coordinate replenishment where required.
• Update customers on parts availability and lead times.
• Maintain accurate inventory and stock records using the company's ERP system.

Customer Service

• Act as a first point of contact for service and spare parts enquiries.
• Provide customers with updates on service schedules, orders and deliveries.
• Resolve routine customer queries, escalating more complex issues when necessary.
• Build strong customer relationships through professional and responsive communication.

Administration

• Maintain accurate information within ERP, CRM and service management systems.
• Produce reports on service activity, spare parts sales and inventory.
• Support warranty claims and returns administration.
• Ensure all documentation is completed accurately and in line with internal procedures.

Skills & Experience

Essential

• Previous administration experience within an engineering, manufacturing, technical or service environment.
• Excellent organisational skills with the ability to manage multiple priorities.
• Strong customer service and communication skills.
• Good working knowledge of Microsoft Office, including Excel, Outlook and Word.
• Experience using ERP, CRM or service management software.
• High levels of accuracy and attention to detail.

Desirable

• Experience coordinating service engineers or managing spare parts.
• Knowledge of engineering products, machinery or industrial equipment.
• Understanding of purchasing, stock control or supply chain processes.
• Experience producing reports and maintaining inventory records.